Getting Started
Please note:
Sage Start does not support line item Quantities on Invoices.
The integration only works for Sage 50 Accounts
If you already have existing data on your accounting package, then please contact us for the best options available to ensure the smoothest setup.
Before you integrate Gas Engineer Software with Sage, you will need two things:
A Sage 50 Account linked to the bank account where your invoices are paid. You will be asked to select the account where you want payments to go when you set up and authenticate Gas Engineer Software with Sage.
A Gas Engineer Software Pro Plan account (or one with our 7-day free trial active)
Learn more about Pro Plan features here.
Gas Engineer Software can sync your customers, invoices, and payments to your Sage account, saving time and hassle with admin.
How it works
Gas Engineer Software and Sage Accounting offer a one-way synchronisation.
This means that any changes you make in Gas Engineer Software will sync to Sage, but changes you make on Sage will not sync over to Gas Engineer Software.
✅ Gas Engineer Software ➡ sync ➡ Accounting Software
❌ Gas Engineer Software ⬅ sync ⬅ Accounting Software
Any new customers, invoices, or payments will be sent to Sage as you go about your day using Gas Engineer Software - nice and easy!
However, your existing customers/invoices will not sync across until you edit them, as this is what triggers the new sync process to happen.
How to link your Sage and Gas Engineer Software accounts
Head to your Integration Settings.
Click "Connect to Sage". This will redirect you to Sage's website where you will be prompted to log into your Sage account.
Follow the steps on screen, and you will be redirected back to Gas Engineer Software.
Once connected, you will see this pop-up:
Select the bank account you want to associate your invoices with, and tick the options for syncing customers and invoices to Sage Accounting.
Tip: If you have not added your bank account yet, it is highly recommended that you do so now before authenticating. If there is no bank account, a dummy one will be created for payments. If payments get made to this account, you can only move them from it individually to another bank account at a later date. This is avoidable if you add your bank first.
After this step has been completed, your Gas Engineer Software account will then be linked with your Sage account. The status indicator on your Integration Settings page should now indicate that the integration is active:
Syncing invoices seamlessly with CIS Sage
First, click on the CIS button. You have the flexibility to adjust the CIS rate according to your specific location requirements. It's crucial to remember that Sage automatically recognises these changes. However, before diving in, select "Settings," followed by "Business Settings," and finally "Construction Industry Scheme" in Sage to enter your CIS details.
Once that's set up, save your customer's information in GES. Just remember to have CIS registered on your customer's profile to keep everything running smoothly.
Troubleshooting
If any issues occur while the integration is active, they will be logged on
your integration settings page. Typically, these errors will be thrown back
by the service itself and not by Gas Engineer Software.
Gas Engineer Software will often provide you with a link to the record being synced when the fault occurred. See below for information on what each message means.
Common Error Messages
"Artefact number must be unique"
You're very likely seeing this because an invoice already exists under Sage One with that identification, e.g. 'Ges-1'.
"This field is required"
This indicates that a field that's required in Sage One has not been provided in Gas Engineer Software.
Typically, this means you're missing some information for a customer. This message will give you the exact field it's missing and will provide a link to the customer within Gas Engineer Software.
Clicking this link will take you to a new page where you can ensure all fields have been filled in with information. Once you're done, click save and the software will attempt to sync the customer again.
"You must unallocate credit notes or receipts before editing this invoice"
The invoice in Sage One has already been marked as paid in full. If you wish to make any further changes to the invoice, then you will need to remove the payments in Sage One.
"Overpaid Invoices"
Due to Sage restraints, Sage does not allow for the overpayment of an invoice. In the event that an invoice is marked as overpaid in Gas Engineer Software, it will not sync over to Sage, showing up as unpaid. To fix this, you will need to remove the payment from Gas Engineer Software and add the correct value.
Frequently Asked Questions
How do I disconnect from Sage and stop the integration?
Open your integration settings, and remove it from there by clicking on the "Disconnect" button.
Why am I getting duplicate invoices in my Sage account?
It is not currently possible to prevent the duplication of any existing invoices that may already exist in your accounting package.
If some of your existing invoices in Gas Engineer Software have already been manually created under your accounting package, you may end up with duplicates in your accounts package.
How can I sync my historical or older invoices?
The only way to sync older records is to open them individually on the web portal, quickly edit, and re-issue the invoice. This will update the invoice timestamp and sync it over immediately.
This process is the same for contacts/customers. Any edits to a contact not already in Sage will prompt the sync for that contact.
When and how does data sync occur? Is it manual, automatic, on login, in real-time, and are there any settings related to synchronising?
Syncing usually occurs straight away, but there can be delays depending on your current connection.
This process is automatic, meaning if you issue an invoice, it will sync the invoice and the customer without you having to manually do anything.
There are only 2 settings for the synchronisation once you have set up and authenticated the integration: Whether you want to sync customers and sync invoices.
Note: You must have sync customers enabled before invoices can be synced as well.